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Admin Analyst

Admin Analyst

Tripoli (LBY), Libya

Job Identification

2270

Locations

• Tripoli (LBY), Libya

Posting Date

01/31/2022, 07:16 PM

Apply Before

03/01/2022, 11:59 AM

Job Schedule

Full time

Agency

UNDP

Grade

NOA

Vacancy Type

Fixed Term

Practice Area

Management

Bureau

Regional Bureau for Arab States

Contract Duration

1 Year with Possibility for extension

Education & Work Experience

Master’s Degree

Other Criteria

Minimum 1 year of work experience (with Masters) or 3 years (with Bachelor’s degree)

Required Languages

Proficiency in English and Arabic

Vacancy Timeline

4 Weeks

Mobility required/no mobility

mobility required

Job Description

Background

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

UNDP Libya is working rapidly to respond to several crises in Libya by formulating and implementing projects that help stabilize the country and instill trust and confidence amongst communities, and between communities and the government. The UNDP Libya Country Office (CO) has made strong commitments to international donors,  its Libyan counterparts and citizens to help restore and improve public services; enhance the effectiveness and reach of existing public institutions; expand civic engagement and participation in political and development processes; increase economic opportunities in a more diversified economy; strengthen social cohesion, support elections, reconciliation and politic dialogue initiatives; and contribute to stability throughout the country to ensure development gains.

In this context, the UNDP Libya is rapidly responding to the situation in Libya. To this end, the Country Office is strengthening its internal capacities through an enhanced recruitment approach and re alignment of its programmatic offer in a bid to respond to the needs and priorities of the country. It is envisaged that this support will provide timely, cost effective, integrated and dynamic solutions for the delivery of much needed services under a rapidly changing context in the country thus ensuring smooth business continuity and sustainable development.

<Job Purpose and Organizational Context>

Under the overall guidance Deputy Resident Representative-Operations (DRR-O) and direct supervision of the UN Compound Manager, the Admin Analyst manages the execution of varied and inter-related operational and logistical activities, including CO procurement, asset management, travel and transport services and ICT services of the country office.  He/she analyzes and interprets the operations rules and regulations and provides solutions to a wide spectrum of complex issues. The Admin Analyst promotes a collaborative, client-focused, quality and results-oriented approach in the Unit.

The Admin Analyst works in close collaboration with the Operations, Programme and projects staff in the CO and other UN agencies staff to successfully deliver administrative services

Duties and Responsibilities

1. Ensures elaboration and implementation of operational strategies
2.  Manages and guides procurement processes for CO, UN House and at the request of other Agencies
3. Ensures implementation of ICT strategies and heads the ICT Team and supervises staff in the team,
4. Ensures effective administrative and financial control in the office and provision of common services,
5. Provision of effective and efficient administrative support services
6. Ensures facilitation of knowledge building and knowledge sharing in the CO

1.) Ensures elaboration and implementation of operational strategies focusing on achievement of the following results:

• Full compliance of the CO procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control, proper design and functioning of a client-oriented procurement management system.
• Support on the CO Procurement business processes mapping and elaboration/establishment of internal Standard Operating Procedures (SOPs) in Procurement, control of the workflows in the Procurement Unit.
• Analysis of requirements and synthesis of proposals for cost saving and reduction strategies
• Synthesis of proposals and implementation of contract strategy in the CO including tendering processes and evaluation, contractor appraisal, managing the contract and contractor, legal considerations and payment conditions, risk assessment.
• Implementation of the strategic procurement in the CO including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement introduction and promotion, performance measurement

2.) Manages and guides procurement processes for CO, UN House and at the request of other Agencies focusing on achievement of the following results:

• Timely and duly preparation of procurement plans for the office and monitoring of their implementation.
• Implementation of proper monitoring and control of the CO procurement processes including organization of RFQ, ITB or RFP, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulation.
• Review and certification of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
• Management of procurement contracts and, upon delegation of responsibility, performing the functions of Manager Level 1 in Atlas for Purchase orders approval.
• Implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems.
• Preparation of cost-recovery bills in Atlas for procurement services provided by UNDP to other Agencies.
• Implementation of harmonized procurement services, analysis of requirements and elaboration of proposals on common services expansion in the UN House, introduction of joint procurement for the UN Agencies in line with the UN reform.
• Assets management in the CO, ensuring timely preparation and submission of periodic inventory reports, coordination of physical verification of inventory items.

3.) Ensures implementation of ICT strategies and heads the ICT Team and supervises staff in the team, focusing on achievement of the following results:

• Leadership of the ICT team for effective and client-oriented services.
• Leadership of the ICT team to full compliance with corporate information management and technology standards, guidelines and procedures for the CO technology environment.
• Analysis of the requirement and elaboration of internal policies and procedures on the use of ICT.
• Analysis the CO ICT business processes mapping and elaboration/establishment of internal Standard Operating Procedures (SOPs) in ICT management, control of the workflows in the ICT team.
• Participation in the office business process re-engineering activities and ensure that business needs drive IT solutions related to corporate resource management.
• Conduct of market research and analysis, and introduction of new technology for country office system updating and improvement.
• Provision of advice on and assistance in procurement of new ICT equipment for the CO and projects, provision of technical specifications and information on best options in both local and international markets.
• Development and update of the ICT annual plan and road map. Development and update of the business continuity plan, disaster recovery plan, ICT infrastructure and training plans. Follow up on their implementation.

4.) Ensures effective administrative and financial control in the office and provision of common services, focusing on achievement of the following results:

• Implementation of the control mechanism for administrative services, maintenance of administrative control records such as commitments and expenditures.
• Review of data integrity in the database, control programme; analysis of results and initiation of corrective actions when necessary.
• Ensure proper inventory control; issuance of inventory items and supplies.
• Review of travel authorizations, documentation, payments
• Preparation of budget, audit and other reports.
• Coordination of provision of researched information, reports for audit exercises.
• Maintenance of common services to ensure integrated activities on common services and implementation of the UN reform.
• Proper planning and tracking of common services budget and of Agencies contributions to the common services account.

5.) Provision of effective and efficient administrative support services, focusing on achievement of the following results:

• Coordination and supervision of support staff engaged in the fields of ICT, Travel and transportation, registry, general services, telephone operator/receptionist, etc.
• Coordination and supervision of shipments and customs clearance, travel, events management, administrative surveys, transportation services and insurance, space management, procurement of supplies.
• Management of protocol matters, registration of staff, coordination with local authorities, on space and other administrative matters.
• Preparation of information on administrative services provided for cost-recovery bills.

6.) Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

• Organization of trainings for the operations/ projects staff on Procurement and other relevant operational areas.
• Synthesis of lessons learnt and best practices in Procurement and other operational areas
• Sound contributions to knowledge networks and communities of practice.

Competencies

Core

Achieve Results:

LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work

Think Innovatively:

LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking

Learn Continuously

LEVEL 2: Go outside comfort zone, learn from others and support their learning

Adapt with Agility

LEVEL 2: Adapt processes/approaches to new situations, involve others in change process

Act with Determination

LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously

Engage and Partner:

LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships

Enable Diversity and Inclusion:

LEVEL 2: Facilitate conversations to bridge differences, considers in decision making

People Management (Insert below standard sentence if the position has direct reports.)

UNDP People Management Competencies can be found in the dedicated site.

Cross-Functional & Technical competencies (insert up to 7 competencies)

Thematic Area

Name

Definition

Administration & Operations

Assets management

Knowledge of policy & procedures on PP&E; ability to prepare financial statements on PP&E; maintain 16 UNDP | People for 2030 – Competency Framework – Technical Competencies Asset Management Module in ATLAS, Asset Dashboard; develop supporting tools for assets certification and further enhancements for AM module; design and run training programs, etc. on assets management and assets recording; run APAM interface; perform AP-AM-GL reconciliation; perform analytical review of AM reports and asset information to ensure completeness and accuracy of asset information

Administration & Operations

Building, facilities & office space management

Knowledge and ability to facilitate the renovation and upgrade of offices including review of complex engineering/architectural drawings; negotiate technical agreements to ensure fully operational building infrastructure and services; design policy & procedure (POPP) for premises and facilities including space standards; manage premises and facilities; validate financial statement notes on leasehold data

Administration & Operations

Lease management

Ability to perform business case analysis to enter into an agreement with owners, governments and sister UN agencies, collect leasehold data for each location and maintain the global premises database; administer RFA

Administration & Operations

Inventory management

Each office to ensure sufficient inventory items are available for use as well as reporting for items which are beyond the corporate threshold of $5K and above

General Administration

P-card program management

Knowledge of policy & procedures on P-Card management; ability to perform delinquency review and management, as well as P-Card compliance reviews and reporting; develop supporting tools to enhance P-card program and management

General Administration

Travel policy and procedures

Knowledge of travel policy and procedures; ability to interpret travel policy, the Staff Rules, administrative 17 UNDP | People for 2030 – Competency Framework – Technical Competencies circulars and financial regulations and rules on travel related matters

Required Skills and Experience

Education:

• Master’s Degree or equivalent in Business Administration, Public Administration, Finance, Economics, or related field.
• A Bachelor’s degree with additional 2 years or relevant work experience will be given due consideration.

Experience:

• Minimum 1 year of work experience (with Masters) is desirable or 3 years (with Bachelor’s degree) of relevant experience at the national or international level in general administrations and operations management.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of web-based management systems, ERP financial systems will be an asset
• Experience in implementation of standards Operations procedures is preferable.
• Experience with UN system is an advantage
• Proficiency in English and Arabic

Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

Disclaimer

Important information for US Permanent Residents (‘Green Card’ holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

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